Event Planner

Job Announcement

Position Title:            Event Planner 

Department:              Development Department

Supervised By:         Social Media/Marketing Specialist

Location:                   Alpine / Campo

Status:                      Non-exempt

Posted:                     August 2026

Closing Date:            Until Filled

Compensation:         $28.00 - $35.00/hour DOE

Grant:                        N/A

Hours:                        Full Time, Monday-Friday, 8:00-4:30PM; hours will fluctuate to meet the job needs for events, please note many weekend hours will be required

GENERAL STATEMENT OF RESPONSIBILITIES: 

The Event Planner advances Southern Indian Health Council’s mission by planning, coordinating, and executing culturally respectful, community‑centered events and recurring group programs. This role leads logistics, vendor management, budgeting, compliance, and onsite operations to ensure each event reflects SIHC’s values and delivers a high‑quality experience for patients, community members, partners, and donors.

SPECIFIC DUTIES AND RESPONSIBILITIES: 

Event Planning & Coordination 

1. Plan, coordinate, and execute SIHC events. Estimated annual event scope includes: 

1. Fundraising events 
2. Donor cultivation and stewardship events 
3. Community outreach and education events 
4. Recurring group programs 

2. Develop event briefs, timelines, budgets, and run‑of‑show documents. 

3. Coordinate with internal departments to align roles, timelines, and deliverables. 

4. Manage venues, permits, insurance/COIs, AV/IT needs, floor plans, signage, and accessibility accommodations. 

5. Oversee registration processes, RSVP platforms, confirmations, and onsite check‑in. 

6. Support donor‑related event elements, speaker scripts, and program flow. 

Vendor & Resource Management 

1. Secure and manage vendors including venues, catering, rentals, AV, security, and other service providers and ensuring clear scopes, contracts, and expectations. 
2. Coordinate and maintain contracts, permits, insurance certificates (COIs), compliance documentation and post-event materials. 
3. Confirm all vendors prior to each event. 
4. Order event materials and supplies; submit requisition forms and track payments, including physical checks. 
5. Maintain an approved vendor list and negotiate competitive pricing. 

Event Logistics, Communication & Onsite Execution 

1. Manage registration systems, RSVPs, confirmations, and onsite check-in. 
2. Serve as the central communication hub for event details and updates. 
3. Provide key event information to the Development team within 24 to 48 hours of receiving it. 
4. Lead onsite set‑up, execution, and tear‑down to ensure a smooth guest experience. 
5. Provide hospitality support for elders, Tribal leaders, donors, and partners. 
6. Capture photos/video when no other team member is available and when it does not interfere with event operations. This is a secondary responsibility and not a primary function of this role. 

Program Support & Documentation 

1. Coordinate recurring group programs including curricula, attendance tracking, and facilitator support. 
2. Conduct venue walkthroughs and risk assessments with the Quality and Safety teams. 
3. Deliver post‑event reports within 5 business days, including KPIs, insights, and follow‑up actions. 

Key Performance Indicators (KPIs) 

1. Success in this role will be measured by the following: 

Planning and Documentation 

1. Vendor confirmations completed 4 to 5 weeks before events 
2. Run‑of‑show documents finalized 4 to 5 weeks before events 

Communication Standards 

1. Respond to vendors within 48 hours 
2. Provide internal team event updates within 24 to 48 hours 

Budget and Financial Accuracy 

1. Budget accuracy maintained within a 5 percent variance of the approved budget 

Post-Event Follow-Up and Execution 

1. Post‑event meeting held within 3 business days after event takes place 
2. Post‑event report submitted within 5 business days after event 
3. Tasks completed by assigned deadlines in Monday.com 

QUALIFICATIONS:

Required 

1. Ability to work independently and manage multiple events simultaneously. 
2. Strong organization, time management, and communication abilities. 
3. Minimum 3 years of experience in event planning, logistics, community events, or related duties. 
4. Interest in developing skills in advanced event strategy, donor experience, or community engagement. 
5. Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook. 
6. Cultural competence in American Indian values and practices, or a willingness to learn. 
7. Ability to work evenings/weekends (2 to 4 weekends per quarter, as needed) and travel locally as needed. 
8. Ability to maintain confidentiality and abide by HIPAA policies. 
9. Valid California driver’s license and ability to be insured under SIHC’s vehicle policy. 
10. High School Diploma or GED. 
11. Ability to stand for extended periods and lift up to 25 lbs. 

Preferred 

1. Experience with Tribal communities and/or nonprofits. 
2. Event planning certification (CMP, CSEP, or equivalent). 
3. Experience using Monday.com, Eventbrite, CharityEngine, Canva, and Adobe Acrobat. 
4. Ability to provide photography/video support when feasible. 

Work Environment

This role requires flexibility, working both indoors and outdoors, driving between locations, and performing physical tasks related to event set‑up and tear‑down.

Education/Experience Minimum of a High School Diploma or GED required. At least three years of experience directly related to the duties and responsibilities specified is preferred. Bachelor’s degree in Event Management or related field preferred. Must be culturally competent and have knowledge of American Indians and Indian values and practices. Must be proficient in Microsoft Word, Excel, PowerPoint, and Outlook. Must have the willingness and ability to adapt to change including advances in technology. Demonstrate public relations, customer service, scheduling, knowledge of advanced parking principles and leadership skills. Requires exceptional organizational skills, excellent time management, attention to detail and strong communication skills. Ability to work independently and manage multiple events simultaneously. Ability to develop, plan and implement short and long-range goals. Travel may be required.

Licenses/Certifications: A valid California driver’s license will be required at the time of hire and must be maintained throughout employment. Applicants must be insurable under SIHC vehicle insurance policy at the time of hire and throughout employment. Certifications and/or licenses appropriate to the positions required education and profession must also be valid and maintained.

Character: Applicants must have a reputation for honesty and trustworthiness. Must be responsible and able to exercise good judgment, accept administrative supervision, pay attention to detail, follow instructions, including the ability to interact effectively and communicate with people in a professional and courteous manner. Must be highly confidential and work as a team with other staff. Applicants should be sensitive to clients’ needs.

Skills: Strong team building, interpersonal, and organizational skills. Ability to establish and maintain effective peer relationships with coworkers within the Department, clinic-wide, and the public. Must be able to express ideas clearly, concisely, address audiences effectively, and exercise balanced judgment in evaluating situations and making decisions. Willing to be part of a team and cooperate in accomplishing department goals and objectives. Ability to prioritize, meet deadlines, take initiative, be proactive, and function in a rapidly changing environment. Ability to work with people of all social and ethnic backgrounds, resolves conflicts, negotiates situations, and facilitates consensus.

Physical and Personal Requirements: Normal clinic/office environment. Sit or stand for long periods of time. Reach, bend, climb, stoop, lift up to 25 lbs. repetitive hand movement; use and view PC. Reliable transportation and car insurance as required by the state. Travel as needed.

Compliance: Each employee plays a key role in creating a compliance culture at SIHC. Employees are expected to learn and comply with all SIHC policies and procedures. One must have the ability to understand the implications and complexities of all compliance policies. Participation in all compliance training is mandatory, and generally has a heightened awareness of policies and regulations that are specific to one’s department and position. All SIHC employees are expected to report violations or suspected violations of compliance policies or regulations.

Other: Applicants must successfully pass a pre-screening tuberculin skin test or x-ray and a blood/urine drug screening test. Health must be adequate to perform all duties of the position. Applicants must complete SIHC Application and Authorization Form, both must be submitted to Human Resources prior to the close date indicated.

INDIAN PREFERENCE:

INDIAN PREFERENCE: In the filling of any SIHC job vacancy, preference may be given to qualified Native American Indians, pursuant to the Indian Preference Hiring Act, 25 USC 472, unless other laws require the filling of a vacancy without regard to Indian preference (e.g. Public Law (P.L.) 94-437, “Indian Health Care Improvement Act (IHCIA). To receive Indian Tribe ore for any SIHC position, the applicant must be enrolled, or be eligible for enrollment, as an American Indian with their Tribe, or must be certified as an American Indian from the designated Tribal Representative. Applicants claiming Indian preference must attach verification of their claim to the SIHC application, including Certification of form BIA-4432, which is available from the SIHC Human Resources Department. If verification is not or cannot be verified, the applicant will not receive Indian preference for purposes of the interview.